REQUEST FOR PROPOSALS (RFP) 15762A FOR DENVER WATER S Snow Removal and Ice Abatement Issue Date: November 3, 2014 Proposal Due Date: November 21, 2014 12:00 P.M. Mountain Time to: Denver Water Main Administration Building Attention: Pete Arp / RFP No. 15762A 1600 West 12 th Avenue Denver, CO 80204-3412 To be considered for selection, a duly authorized agent of the Proposer must complete and sign this page and submit it with the Proposal. Signature below indicates that the Proposer has read and understands the requirements set forth in this Request for Proposals. Proposer s Business Name: By / Title: Duly authorized agent s name and title must be typed or clearly written Signature: Date: E-mail: Phone: Fax No.: Business Address:
SOLICITATION INTRODUCTION: The City and County of Denver, acting by and through its Board of Water Commissioners (also Denver Water and the Board ), is issuing this Request for Proposal ( RFP ) for Snow Removal and Ice Abatement. The Board is seeking Proposals from qualified Proposers who have specific experience in the area(s) identified in this RFP. To be eligible for consideration, the Proposer must be capable of meeting all requirements specified in this RFP. SCHEDULE OF EVENTS*: RFP Issued Monday, November 03, 2014 Deadline to Submit Intent to Propose via Friday, November 07, 2014 e-mail to: 5:00 P.M. 12:00 P.M. Non-Mandatory Pre-Proposal Wednesday, November 12, 9:00 A.M. Conference: 2014 Deadline to Submit Requests for Wednesday, November 12, 5:00 P.M. Clarification and Additional Information 2014 Response to Written Requests for Friday, November 14, 2014 12:00 P.M. Clarification and Additional Information Proposal Due Date Friday, November 21, 2014 12:00 P.M. *All dates are tentative and subject to change and/or cancellation at Denver Water s sole discretion. Denver Water will notify potential Proposers of any and all necessary changes and/or cancellations via written addendum. All times included on this Schedule of Events are Mountain Time. Page 2 of 16
TABLE OF CONTENTS SECTION 1 GENERAL INFORMATION 4 1.1 INTRODUCTION TO DENVER WATER: 4 1.2 INTENT TO PROPOSE 4 1.3 SOLICITATION DOCUMENTS AND ADDENDA 4 1.4 ADDENDA 4 1.5 PROPOSAL PREPARATION COST 4 1.6 ACCEPTANCE 4 1.7 WITHDRAWAL OR MODIFICATION OF PROPOSALS 4 1.8 RIGHT TO REJECT PROPOSALS 4 1.9 RIGHT TO NEGOTIATE 5 1.10 SAMPLE AGREEMENT 5 1.11 AGREEMENT TERM 5 1.12 AGREEMENT PRICING 5 1.13 INSURANCE REQUIREMENTS 6 SECTION 3 INSTRUCTIONS FOR RESPONDING TO RFP 7 3.1 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION 7 3.2 PRE-PROPOSAL CONFERENCE / SITE INSPECTION 7 3.3 PROPOSAL DUE DATE 7 3.4 PROPOSAL SUBMISSION 7 3.5 ALTERNATE PROPOSALS 8 3.6 PROPRIETARY OR CONFIDENTIAL INFORMATION 8 SECTION 4 EVALUATION AND SELECTION PROCESS 9 4.1 AGREEMENT REQUIRED 9 4.2 EVALUATION AND SELECTION PROCESS 9 4.3 INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS 9 SECTION 5 PROJECT DESCRIPTION 10 5.1 PURPOSE 10 5.2 EXHIBIT A SCOPE OF WORK 10 5.3 PERIOD OF PERFORMANCE 11 5.4 PLACE OF PERFORMANCE 11 SECTION 6 PROPOSED PRICING / FEE SCHEDULE 12 6.1 PROPOSED PRICING / FEE SCHEDULE FORMAT 12 SECTION 7 COMPLETION OF PROPOSAL 13 7.1 REQUIRED PROPOSAL FORMAT 13 EXHIBIT A 15 Page 3 of 16
SECTION 1 GENERAL INFORMATION 1.1 INTRODUCTION TO DENVER WATER: Denver Water is a municipal corporation and a political subdivision of the State of Colorado, under the control of a five-member Board appointed by the Mayor of Denver. As such, it is governed by the Denver Charter and other laws applicable to governmental entities. The Denver Charter grants the Board all the powers of the City and County of Denver including those granted by the Constitution and by the law of the State of Colorado and by the Charter. Specifically, the Charter gives the Board complete charge and control of a water works system and plant for supplying the City and County of Denver and its inhabitants with water for all uses and purposes. It is the largest municipal public utility in Colorado, serving water to more than one million people, about one-quarter of the state s population. 1.2 INTENT TO PROPOSE: Interested parties should submit their intent to propose via e-mail to the Contract Specialist at pete.arp@denverwater.org, including the following information for RFP communication purposes: Proposer s business name Contact name and title Contact e-mail address Contact phone number 1.3 SOLICITATION DOCUMENTS AND ADDENDA: Potential Proposers should obtain all relevant documents pertaining to this solicitation and all issued addenda from the Rocky Mountain E- Purchasing System website at www.rockymountainbidsystem.com. 1.4 ADDENDA: In the event it becomes necessary to revise, change, clarify, provide additional information about, and/or cancel this RFP, Denver Water will issue a written addendum. It is the sole responsibility of the Proposer to attach to its Proposal(s) a signed copy of all addenda. 1.5 PROPOSAL PREPARATION COST: Denver Water will not be responsible for any costs incurred by Proposers in the preparation of Proposals. All costs, including but not limited to printing, materials, travel and expenses, incurred in the preparation and submission of a Proposal must be borne solely by the Proposer. 1.6 ACCEPTANCE: By submitting a Proposal in response to this RFP, Proposer acknowledges that its Proposal is valid for a period of 90 calendar days from the Proposal due date. 1.7 WITHDRAWAL OR MODIFICATION OF PROPOSALS: Proposals may be withdrawn or modified by Proposers prior to the Proposal due date, but only upon written request. After the Proposal due date, Denver Water will not return Proposals or other information supplied to Denver Water. 1.8 RIGHT TO REJECT PROPOSALS: Page 4 of 16
The Board may choose to reject any or all Proposals, either in whole or in part, and to waive any formality in Proposals received, if deemed in the best interest of the Board. Basis for rejection may include but is not necessarily limited to the following: Any Proposal conditioned upon the Board s acceptance of terms and conditions deemed by the Board to be unacceptable. Any Proposal from a Proposer who is in arrears to the City and County of Denver or the Board upon debt or contract, or who is a defaulter as surety or otherwise, upon any obligation to the City and County of Denver or the Board. Any Proposal from Proposers determined to be financially unable to perform the required work. This determination will be at Denver Water s sole discretion and may be based upon analysis of the Proposer s Certified Financial Statements, Dun and Bradstreet reports, and/or other requested financial information. Any Proposal received after the specified Proposal due date and time. Any Proposal so received may be returned to the Proposer unopened. Any Proposal that does not meet the requirements specified in this RFP and/or has been determined to be unsatisfactory, in whole or in part, by Denver Water at its sole discretion. 1.9 RIGHT TO NEGOTIATE: Denver Water may select one or more Proposals, and may negotiate any and all elements of a Proposal, if deemed to be in the best interest of Denver Water. 1.10 SAMPLE AGREEMENT: The selected Proposer will be required to sign a Denver Water Agreement. A sample of this Agreement is attached as Exhibit B and is subject to Denver Water s revision. Any and all modifications and/or exceptions to the terms and conditions contained in this sample Agreement must be clearly marked on Proposer s official company letterhead and submitted with the Proposal as a separate section. A Proposal with modifications and/or exceptions to the terms and conditions contained in this sample Agreement may be rejected. 1.11 AGREEMENT TERM: Denver Water expects the term of the resulting Agreement to be one (1) years, commencing on the date the Agreement is executed by the Board, subject to extension as provided herein. 1.12 AGREEMENT PRICING: Pricing submitted with the Proposal must be as specified in Section 6 Proposed Pricing / Fee Schedule and may be incorporated in whole or in part into the resulting Agreement. Page 5 of 16
1.13 INSURANCE REQUIREMENTS: The following list represents the Board s standard requirements for insurance coverage. The Board has the discretion to change these insurance requirements or accept alternative types of insurance if the Board deems such changes or alternatives to be sufficiently protective of its interest. a. Commercial General Liability Insurance: Commercial general liability insurance with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. Such insurance shall include the City and County of Denver, acting by and through its Board of Water Commissioners, as additional insured and shall be primary and non-contributing with respect to any insurance or self-insurance program of the Board. b. Automobile Liability Insurance: Contractor shall maintain automobile liability insurance as required by Colorado law. The Board does not require a certificate of insurance unless this subparagraph (b) requires insurance that exceeds the statutory requirements. In addition to the statutory requirements, Contractor shall maintain automobile liability insurance with limits not less than $1,000,000 per occurrence for owned, non-owned and hired vehicles used in the performance of Work under this Agreement. c. Workers Compensation Insurance: The Contractor is located in Colorado and maintains workers compensation insurance, as required under the laws of the State of Colorado. The selected Proposer will be required to maintain the required insurance in full force and effect during the entire term of the resulting Agreement. The selected Proposer must provide to the Board a certificate of insurance showing evidence of the required coverage and limits before work may commence. Page 6 of 16
SECTION 3 INSTRUCTIONS FOR RESPONDING TO RFP 3.1 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION: All requests for clarification or additional information must be made in writing to the Contract Specialist at the e-mail address shown below: Contract Specialist: Pete Arp E-Mail: pete.arp@denverwater.org Phone: 303-628-6155 The Denver Water Contract Specialist listed above is the sole point of contact between Denver Water and all Proposers. Proposers may not contact any other Denver Water personnel regarding this RFP during the RFP process without prior written authorization of this Contract Specialist. Responses to requests for clarification and additional information and/or changes to the RFP received before the deadline specified in the SCHEDULE OF EVENTS will be made by written addendum. All responses to requests for clarification and additional information from any Proposer will be provided to all Proposers. Oral explanations, interpretations or representations given by Denver Water employees cannot be construed as a change to the RFP requirements. 3.2 PRE-PROPOSAL CONFERENCE / SITE INSPECTION: a. NON-MANDATORY Pre-Proposal Conference: NON-MANDATORY Pre-Proposal Conference will be conducted on the date and time specified on the Schedule of Events. The Location of the conference will be: Denver Water Main Administrative Building 1600 W. 12 th. Avenue Denver, CO 80204-3412 November 12, 2014 9:00 AM b. Site Inspection: NON-MANDATORY Pre-Proposal Conference will include a Site Inspection. This will be the only site visit conducted for this RFP. Please allow for a 2 hour site visit and walkthrough of the areas to be plowed and treated. 3.3 PROPOSAL DUE DATE: Proposals must be received no later the deadline specified in the SCHEDULE OF EVENTS at the address listed below. 3.4 PROPOSAL SUBMISSION: Proposer must submit one (1) Proposal in digital/electronic format such as CD or flash drive, marked original, plus two (2) hard copies. Proposals, including the electronic version, are to be in either a sealed envelope or box, labeled with the RFP number and name, and addressed as indicated below. Denver Water will not be responsible for any Proposal not addressed as indicated below. Page 7 of 16
Proposals may be mailed or hand-delivered. Proposals sent via electronic method such as e- mail or fax will not be accepted. Submit Proposals to: Denver Water Main Administration Building Attention: Pete Arp / RFP No. 15762A 1600 West 12 th Avenue Denver, CO 80204-3412 3.5 ALTERNATE PROPOSALS: Denver Water recognizes that there may be alternate arrangements or approaches to the requested work that may offer cost savings and/or additional benefits while still satisfying the requirements of this RFP. Accordingly, Proposers may submit alternate Proposals for Denver Water s consideration that offer such cost savings and/or additional benefits. However, alternate Proposals must be identified as such, identify their benefits, and be in addition to the requested primary Proposal. The alternate Proposals will be evaluated in conjunction with the primary Proposal. 3.6 PROPRIETARY OR CONFIDENTIAL INFORMATION: Proposers acknowledge that Denver Water may be required to disclose any or all of the documents submitted with a Proposal, pursuant to the Colorado Open Records Act, C.R.S. 24-72-201.1, et seq. Under C.R.S. 24-72-204(3)(a)(IV), Denver Water may deny inspection of any confidential commercial or financial information furnished to Denver Water by an outside party. Therefore, a Proposer must clearly designate any documents submitted with its Proposal that the Proposer deems proprietary or confidential, to aid Denver Water in determining what must be disclosed in response to a request for documents under the Colorado Open Records Act. The Proposer s designation of material as confidential must be reasonable or it will not be honored. For example, a Proposer may not designate the entire Proposal to be confidential and proprietary. Page 8 of 16
SECTION 4 EVALUATION AND SELECTION PROCESS 4.1 AGREEMENT REQUIRED: This RFP is not a contractual offer. Any Proposer selected in response to this RFP will be required to execute an Agreement with Denver Water. 4.2 EVALUATION AND SELECTION PROCESS: Proposals will be evaluated by criteria described in this RFP. Proposals considered responsive will be evaluated for completeness of information provided, the Proposer s adherence to RFP requirements, support for claims made, and the overall approach taken. Denver Water s objective is to select the Proposal(s) judged to be in the best interest of Denver Water. Proposals may be evaluated using criteria including but not limited to: Experience Key staff resumes Professional references Understanding of the work to be performed Proposal Pricing Any other relevant and appropriate factors as determined by Denver Water This list does not reflect or imply any weighting or relative importance of criteria. While price may be a consideration, the Board is not bound to accept the lowest-priced Proposal. 4.3 INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS: Denver Water may request interviews, oral or visual presentations, site visits, demonstrations, and/or the opportunity to ask additional questions of Proposers as deemed necessary during the evaluation process. Denver Water may require additional information from Proposers after the Proposal due date as necessary to complete the evaluation process. Page 9 of 16
SECTION 5 PROJECT DESCRIPTION 5.1 INTRODUCTION/BACKGROUND The Denver Water Board has a desire to contract the snow plowing and ice prevention of its main administration building and surrounding complex located at 1600 W. 12th Ave. Denver, CO and its customer service operations located at 555 Quivas St. Denver, CO out to a business that can perform these services at the highest quality possible. Proposals are being sought from vendors who are sufficiently staffed by experienced, licensed professionals who are equipped to perform snow removal services to include plowing, sanding and deicing of these two Denver Water facilities. 5.2 SCOPE OF WORK Typical snow removal services may include, but are not limited to: plowing/removing snow from the parking lots and service roads (see Exhibit A), and applying preventative maintenance in the form of anti-icing or de-icing agents. a. The selected vendor shall supply all labor, vehicles, equipment and materials necessary to meet the needs of Denver Water as indicated in this request for proposals. b. The selected vendor will be available to provide as-needed services on a 24 hour, 7 days a week basis. c. The selected vendor is expected to provide snow plowing services when snow levels reach 2 or 1 and still snowing in all areas, and shall complete these services before 7:00 AM weekdays and weekends as requested by the Board s Representative. Clearing of additional snow shall be performed throughout the day as requested by the Board s Representative. d. Snow removal shall be completed in so as to minimize the loss of parking areas (see Exhibit A). e. Snow removal and deicing shall be performed at such frequencies as to maintain parking areas in a safe and passable condition for both pedestrian and vehicular traffic. f. Deicing agents must be environmentally friendly and approved as safe for use on concrete and asphalt surfaces, ideally Ice Slicer made of granular salt and magnesium chloride. g. Sanding shall occur as conditions dictate, i.e. falling temperatures, icy conditions, or as requested by the Board s Representative. h. Optional Services: Preventative maintenance services are also being sought in the form of liquid deicer, ideally cold temperature magnesium chloride. Page 10 of 16
5.3 PERIOD OF PERFORMANCE The period of performance for these plowing and ice prevention services is one year and is anticipated to begin on December 1, 2014 through November 31, 2015. Any modifications or extensions will be requested by the Board s Representative. 5.4 PLACE OF PERFORMANCE All work will be performed at the following two (2) Denver Water locations: Denver Water Administration 1600 W. 12th Ave.Denver, CO 80204 and Denver Water Customer Service Center 555 Quivas St. Denver, CO 80204 Page 11 of 16
SECTION 6 PROPOSED PRICING / FEE SCHEDULE 6.1 PROPOSED PRICING / FEE SCHEDULE FORMAT: BASE BID 1. Snow plowing per hour per operator $ 2. Pretreatment per hour per vehicle $ 3. Pretreatment materials costs per ton/gallon $ 4. De-Icer spreading per hour per operator $ 5. De-Icer per ton $ 6. Other costs (identify) $ $ $ $ Page 12 of 16
SECTION 7 COMPLETION OF PROPOSAL 7.1 REQUIRED PROPOSAL FORMAT: Proposals must conform to the following format. The extent to which Proposers follow these instructions is relevant as part of the evaluation process. The Proposal must conform to the following submission format and each tab must be clearly marked as indicated below: Tab 1 Cover Letter Tab 2 Proposer Introduction Tab 3 Professional Reference Listing Tab 4 Proposal Rates Section 6 Proposed Pricing / Fee Schedule Tab 5 Small Business Enterprise / Minority and Women Business Enterprise Status Tab 6 - Other Required Submission Information: Insurance Certificate Tab 1 Cover Letter: Proposer must submit a cover letter of no more than one (1) page printed on Proposer s letterhead. Also include a main point of contact for all RFP correspondence, including name, title, phone number and e-mail address. The letter must be signed by a duly authorized agent of the Proposer. Tab 2 Proposer Introduction: Proposer must submit information about the Proposer s experience and background. This section must be no more than four (4) pages in length. Include complete information regarding: experience with this type of work, number of years in business, number of employees (organizational chart), size of fleet, hours of operation, background check policy, if any, description of process for handling service calls, and description of how plowing jobs/contracts are prioritized on snow days. Tab 3 Professional Reference Listing: Proposer must provide a minimum of two (2) professional references that include the following information: project name; project location; contact name; contact e-mail; contact phone number. Tab 4 Proposal Rates: Proposer must include Proposal rates as specified in Section 6 Proposed Pricing / Fee Schedule. Page 13 of 16
Tab 5 Small Business Enterprise (SBE) / Minority and Women Business Enterprise (MWBE) Status: Denver Water has SBE and MWBE programs that are described on our web site. Proposers should include relevant SBE and MWBE information at this Tab. Tab 6 Other Required Submission Information: This section addresses any other information necessary to gain a full understanding of the Proposer s capability to perform the work. In making its evaluation of the responsiveness of the Proposal, Denver Water will place considerable emphasis on all of the answers to the following listed requirements and/or questions. Sample Insurance Certificate: Proposer must provide a sample Acord 25 Certificate of Liability Insurance form indicating Proposer s coverage and limits of the types specified in Section 1.14 Insurance Requirements. Page 14 of 16
EXHIBIT A MAP OR BUILDING LOCATION AND DESCRIPTION ADMINISTRATIVE BUILDING 1600 W. 12 TH Ave. Denver, CO 80204 (for illustrative purposes onlyremoval plan may change) Customer Support Center 555 Quivas St. Denver, CO 80204: Snow plowing and ice maintenance is being sought for the parking area on the South side of the building which is estimated to be 19,000 sq. ft. and additional parking area in the area directly in front of the main entrance which is estimated to be 3,000 sq. ft. Page 15 of 16
EXHIBIT B SAMPLE AGREEMENT: SEE ATTACHMENT Page 16 of 16